Meeting & Event Check List Template (Page 2 of 3) in pdf

Meeting & Event Check List Template Page 2

Inspect the considered event venue(s).

Consider the offers received:

Which facilities will best accommodate your event.

Which will best live up to the expectations of the guests/delegates.

Whom will be the best partner to work with.

Which venue best meets your budget.

Book the event venue(s) and main services.

Consider the need for printed material and prepare a timeline for producing it.

Invite speakers

Prepare invitations. Allow the guests/delegates to note their individual requirements

(dietary, smoking etc.) on the response form.

3 months prior to the event

Update your reservation (no. of meetings rooms, bed rooms, guests/delegates etc.).

(Updating minimizes your cancellation/reduction costs).

Order signs and printed material.

Order gifts and amenities.

Start preparing a scenario (to do list with responsible persons assigned).

Prepare your event budget. Check budgets from similar meetings to ensure that all is included.

Consider the unexpected. (E.g. What happens if one of your speakers falls sick.) + prepare contingency plans

Invite guests/delegates.

Confirm guests/delegates participation.

1 month prior to the event

Choose and confirm catering and menus

Check development of speakers presentation (Remind speakers of presentation due dates,

for copying/production of handouts).

Check and order speakers' technical equipment requirements.

Check and order speakers' for transportation requirements.

Finalise of printed material production.

Send rooming list to the hotel. Remember to note special requests (VIPs etc.).

Hold a pre-event meeting with your venue contact to go through the programme.

Prepare press release for your event.

Meeting & Event Check List Template Page 2